Participant synchronisation rules specify how participants defined on one work type are synchronised or copied to another.

Typical user cases for this configuration are:

• Ensuring security groups are copied from a statement of work to a matter or claim.
• Enabling child cases such as claims to inherit parent’s participants automatically. E.g., matter participants.

To facilitate these two scenarios, the configuration can allow for both:

• Automatic copy-down of participants and roles where this is performed seamlessly for users behind the scenes.
• Manual copy-down of participants, where the user is prompted as to whether they also want to add the participant to a child case.

Viewing Configured Rules

Within the Modeller > Participant roles > Synchronisation rules portal, you can see all of the rules that are currently configured:

Here, you can edit an existing rule or create a new one. This article walks you through creating a new rule.

Configuring a new synchronisation rule

Clicking Add Rule opens a configuration blade, allowing you to set up details, types, roles, and synchronisation rules.

Step 1: Details

The Details section has the following options:

• Enabled - Enable or turn off the rule with this toggle.
• System - Indicated whether this rule is a system rule, in which case you cannot edit or disable the rule.
• Synchronous:
  • Enabled - the copy-down happens as part of the same transaction as creating the new work item. This can greatly slow things down if attached to a user action. However, it may be necessary if another workflow triggers the Sharedo-Created event and needs those participants to be present immediately.
  • Disabled - the request to copy the participants gets added to the long-running events backlog and processed when it has time. This is generally the preferred approach unless you need the participants in place immediately. 

Step 2: Configure the source and target work types

To configure the source and target types, specify the following:

• From Type – the work type this configuration item applies to and the work type from which the participant should be synchronised.
• To Type – the work type that participants will be copied to.

Step 3: Configure the source and target participant roles

To configure the source and target roles, specify the following:

• From Role – the role that is to be copied. Roles are restricted to those that are enabled on the From Type.
• To Role – the target role for this participant. Roles are restricted to those that are configured on the work type.

Step 4: Configure the Synchronisation Rules

Set the rule For Relationship Type as either Parent/Child or Related Sharedos (work items).

Participant synchronisation is triggered at two key points in the application:

• On Sharedo Create – This is executed whenever a child work item is created.
• On Participant Create – This is executed whenever a new participant is added to the parent or From Type. Note that if a participant in that role already exists on the child work item and the role does not allow multiple participants, then the participant will not be replaced. This function is designed to add new participants to a work item, not replace them.

For each of these events, you can independently specify the behaviour you want from the following options:

• Automatically – the participant will be created behind the scenes without user involvement.
• Manually – the user will be prompted before the change occurs. When configuring a manual synchronisation, you have three possible configuration options.
  • Recommend to the user that this participant is copied down – if this is a recommended user-driven copy, this will result in the user having to “opt-out” of this synchronisation by unchecking a checkbox.
  • Require That the user copy the participant role down – if it is mandatory, then the participant must be synchronised. However, the user can change certain things.
  • User can change the target participant role to something else – if this is set, then the user is not given the option of changing the target role, but instead, the configuration from the rule will be forced.

Exporting Sync Rules

Participant synchronisation rules are exported as part of the work types they are associated with when using the solution modeller's Export Configuration feature.